Selvam Dairy Distribution App Development

Software Requirements Specification (SRS) Selvam Dairy Farm Management System 1. Introduction I own Selvam Dairy Farm, a dairy distribution business supplying milk and dairy products to retail shops, distributors, hotels, bakeries, institutions, and regular customers. Our daily operations are currently managed using paper records and Excel sheets, resulting in manual errors, duplicate work, delayed reporting, and limited operational visibility. I require a Dairy Distribution Management System developed using AppSheet with Google Sheets as the backend database. The application should be mobile-friendly, web-accessible, secure, scalable, and capable of managing our complete distribution process. 2. Project Objective The objective is to digitize our complete dairy distribution workflow, including route assignment, trip management, inventory tracking, customer sales, expense management, cash settlement, commission calculation, financial reporting, and management dashboards. The application should automate manual calculations, improve operational efficiency, provide real-time information, and support better business decisions. 3. Functional Requirements 3.1 Master Data The system should provide modules for: - Customer Master - Product Master - Employee Master - Route Master - Vehicle Master - Delivery Commission Master - Dropdown Master Each module should support Add, Edit, View, and role-based Delete permissions. 3.2 Route Assignment The application should allow Admin and Salesman users to assign routes, drivers, vehicles, salesmen, and assignment dates. Only one active assignment should exist for a driver at a time. 3.3 Trip Management The system should create trips from route assignments and maintain Trip ID, Assignment, Driver, Vehicle, Odometer Start & End, Start & End Time, and Trip Status. Only one active trip should exist for an assignment. 3.4 Trip Inventory The system should record Loaded Quantity, Sold Quantity, Available Quantity, and Unloaded Quantity. Inventory should update automatically based on sales, and only Admin users should be allowed to modify trip inventory. 3.5 Customer Sales The application should support Sales Header and Sales Line Items. It should automatically calculate Sales Amount, Amount Received, Customer Outstanding, and Closing Balance while preventing duplicate customers and duplicate products within the same trip. 3.6 Delivery Commission The application should maintain commission rates based on Route, Product, Salesman, and Effective Date. The appropriate commission should be applied automatically based on the transaction date. 3.7 Expense Management Drivers should be able to record trip-related expenses such as fuel, food, toll, parking, and miscellaneous expenses. All expenses should be summarized automatically at the trip level. 3.8 Cash Settlement The application should support denomination-wise cash entry and reconcile cash collections with recorded sales to ensure accurate settlement. 3.9 Reports & Dashboards The system should provide operational dashboards in AppSheet and executive dashboards in Looker Studio. Reports should include Daily Sales, Route-wise Sales, Product-wise Sales, Customer-wise Sales, Inventory Summary, Outstanding Customers, Expense Analysis, Commission Analysis, and Financial Analytics. 3.10 Security The application should support three user roles: Admin, Salesman, and Driver. Each role should have appropriate permissions based on business requirements to ensure secure access and controlled operations. 3.11 Automation The system should automate customer balance updates, inventory synchronization, commission calculation, PDF generation, cash reconciliation, dashboard updates, and monthly financial summaries. 4. Deliverables The software vendor should deliver: - Complete AppSheet Application - Google Sheets Database - Google Apps Script Automation - AppSheet Bots - Looker Studio Dashboards - PDF Reports - User Documentation - User Training - Deployment and Handover Support The proposed solution should be scalable, easy to maintain, and suitable for future enhancements as the business grows. It should provide a complete digital platform for managing daily dairy distribution operations efficiently while reducing manual work and improving operational transparency.

Project ID: 40545244